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CR2013-041 Approve Professional Services Agreement - City Building Controls Upgrade ProjectCITY OF Im HOPKINS May 2, 2013 Council Report 2013-041 Approve Professional Services Agreement — City Building Controls Upgrade Project Proaosed Action. Staff recommends adoption of the following motion: Move that Council authorize the City Manager to enter.into a professional services agreement with Sebesta Blomberg & Associates, Inc. for a not to exceed cost of $15,000 for the design and integration of a building automation control system uaarade for citv facilities. Overview. The City Council has approved a $65,000 2013 CIP project to upgrade the existing building management system for the City Hall, Fire Station, Activity Center and Hopkins Center for the Arts. Two of the city's existing hardware/software systems are no longer supportable by manufacturers. The proposed upgrade will integrate all existing systems with an option to expand at a later time, if desired. The scope of this agreement with Sebesta Blomberg will include assessing our current equipment and controls, designing an upgrade, contractor procurement, implementation support and system testing, verification and training. The fee is $15,000. Sebesta Blomberg is a well- known HVAC controls designer/integrator — they provided excellent references and a reasonable proposal. The plan is to complete the project by November 2013. Supportinq information. • CIP project sheet • Sebesta Blomberg proposal for professional services Steven J. Stadler, Public Works Director Financial Impact: $_ 15,000 Budgeted: Y/N Y Source: Capital Improvement Fund (305) Related Documents (CIP, ERP, etc.): 2013-2017 CIP Notes: CAPITAL REQUEST 2013-201.7 Department Responsible Person PROJECT # PROJECT NAME Building Management System Replacement(Upgrade PW Building Maintenance Building/Equipment Superintendeu CATEGORY Improvement or Equipment Y PRIORITY (1 High ... 5 Low) Useful Life 10 years Upgrade of existing building management system at City Hall (Jolmson Controls 133), Fire Station (Honeywell XL5000), Activity Center (none) and Arts The two existing systems are obsolete and are no longer supported by the manufacturers. Proposed software will incorporate all existing systems and to monitor/control HVAC systems will be jeopardized if repairs are needed to existing system. Expenditure Schedule 2013 2014 2015 2016 2017 TOTAL FUTURE TOTAL 65,000 65,000 Totals 65,000 - 65,000 Funding Sources 2013 2014 2015 2016 2017 TOTAL FUTURE TOTAL CI Capital Improvement Fund (305) 65,000 65,000 Totals 65,000 - 65,000 OPERATIONAL IMPACT/OTHER SEBESTA 1450 Energy Park Drive, Suite 300 Phone: 651-634-0775 BLOMBERG I St. Paul, MN 55108 Fax: 651-634-7400 April 16, 2013 Mr. Steven Stadler Director of Public Works City of Hopkins 11100 Excelsior Blvd Hopkins, MN 55343 Re: Proposal for Professional Services — City of Hopkins Controls Upgrade Project Sebesta Blomberg Proposal No. P13001.33 Dear Mr. Stadler: Sebesta Blomberg & Associates, Inc. (Sebesta Blomberg) is pleased to present our proposal for professional services to assist the City of Hopkins (the City) in the upgrade and integration to the building automation control systems at select Hopkins municipal facilities. Sebesta Blomberg has direct experience in working with Owners to maximize their investment during the controls design and installation process by helping to ensure that the result satisfies the original intent. Overall Project Goals Upgrade the City's building automation systems to provide service that is effective, efficient and cost effective, Specifically: • Procure and install a supervisory building automation control system that will provide a common interface to the various other controls systems. • Update or upgrade existing control systems where product support or integration is not available. • integrate to existing systems that have useful remaining life. • Utilize systems that are flexible, with the ability to easily migrate to new equipment overtime while maintaining a consistent look and feel for the operators. • Optimize equipment operation on any new controls systems. • Have a secure system that can be implemented within the security framework of the City's existing IT infrastructure while providing remote access for and remote alarm notification to operators. Scope of Services We are recommending this project be completed in 3 phases: Phase 1: Equipment/Systems Assessment, Project Planning and Procurement Phase 2: Design and Implementation Support Phase 3: Testing, Verification and Training SEBESTA BLOM.BMG Phase I: Equipment/Systems Assessment, Project Planning and Procurement 28 hrs. a. Kick-off / Meeting(s) and site walkthrough with key team members: 8 • Survey equipment and control systems for types and amounts • Define project parameters and identify potential service providers b. RFP/Specification Development: 16 • Create technical portion of bid package for inclusion in overall bid package, document to provide guidance to bidding contractors regarding system requirements and equipment counts o Written scope of work defining what equipment and features are included o Points list showing physical and integration points to be included in the automation system o Review overall bid package with Owner • Evaluate potential utility incentives c. Contractor Selection: 4 • Review contractors' bid packages with Owner, assist with differentiation and understanding the differences Phase 2: Design and Implementation Support 28 hrs. a. Facilitate design review meetings with contractors (likely one meeting); ensure quality 4 design with regard to: • Keeping original intent at the forefront of the design process • Manage equipment and material selections of contractor b. Assist in the project logistics and coordination of the project: 12 • Assist in work planning and sequencing to eliminate systems' downtime • Facilitate regular project meetings to maintain project intent and schedule c. Review and approve contractor design documentation: 12 • Review submittals, including hardware, software, points lists and control sequences I City of Hopkins April 16, 2013 Controls Upgrade Project - Professional Services Page 2 Sebesta Blomberg Proposal No. P13001.33 SEBESTA BLOMBERG Phase 3: Testing, Verification and Training 32 hrs. a. Field inspection of installed systems: • Inspect all controls installations, including control panels and wiring 4 • Inspect BAS/controls front end, including programming, graphics, alarm routing and trends b. Functionally test installed systems: 16 • Verify controls system performance under actual load conditions • Verify control sequences for proper programming • Verify controls failure strategies, redundant equipment strategies, and alarm strategies c. Verify controls system installations and configurations: 8 • Verify that installed systems are per original intent with respect to both labeled performance and installation methods • Verify controls systems' are set up in accordance with original scope of work • Work with controls contractor to ensure trends are set up • Work with controls contractor to ensure integrations are set up for communicating with HVAC controllers and equipment d. Facilitate contractor training for new equipment: 4 • Work with contractor to define training needs • Assist in scheduling training • Facilitate documentation of training delivery • Attend training session(s) Fee Breakdown We have separated the fee for each phase as they can be independently selected at the City's discretion. These fees represent a blended billing rate of $160 per hour. Actual billing would be based upon our standard hourly billing rates on a time and material basis. Thus this proposal is presented as a time and material contract, including expenses, for efforts as directed by the City of Hopkins, with the total fee not to exceed $15,000 without prior written approval. I City of Hopkins April 16, 2013 Controls Upgrade Project - Professional Services Page 3 Sebesta Blomberg Proposal No. P13001.33 SEBESTA BLOMBERG Phase l : Project Planning and Procurement $4,000 Phase 2: Design and Construction Support $4,480 Phase 3: Testing, Verification and Training $5,120 Continaency: $1,400 Schedule and Deliverables Phase Start End Deliverables • Site investigation summary I May 151 June 21 , RFP/specifications (Projected issue date of June 3) 2 July I August 30' • Submittal review(s) • Verification and test log 3 September 3 October 4 . Verification and test report Notes: 1) Phase 1 start date assumes City of Hopkins approval in early May. 2) Phase 2 duration assumes a 10 week contractor implementation schedule. Summary We are excited to partner with the City of Hopkins in supporting their drive for high performance facilities. We believe we have the right complement of personnel to best assist in navigating through a controls retrofit and integration project, while maintaining the highest standards for a construction team, equipment and overall operational performance. Should you have any questions, please don't hesitate to contact Jeff Seewald at 651.634.7314 or jseewaldgsebesta.com, or Dave Harrison at 651.634.7297 or DHarrison(c_r},sebesta.com. Sincerely, Sebesta Blomberg & Associates, Inc. #//,).4 Jeffrey Seewald, PE, CEM Senior Engineer Dave Harrison, PE Vice President A City of Hopkins April 16, 2013 Controls Upgrade Project - Professional Services Page 4 Sebesta Blomberg Proposal No. P13001.33 �SEBESTA 6LOMBERC Standard of Care: The Engineer shall perform its services in accordance with generally accepted engineering practices. Services are rendered without any other warranty, expressed or implied and the Engineer shall be responsible solely for its' own negligence. Conte: The Client shall advise the Engineer in writing before design commencement of budgetary limitations for the cost of construction. The Engineer shall endeavor to work within such limitations and will, if requested and included within the scope of services, submit to the Client au opinion of probable construction costs. This opinion represents the Engineer's best judgment as a design professional familiar with the construction industry. The Client acknowledges that neither the Client nor the Engineer has control over the cost of labor, materials, market or negotiating conditions, or methods by which contractors determine prices for construction. The Engineer does not warrant or represent that bids or negotiated prices will not vary from its opinions of probable cost, and the Client expressly releases any claim for damages to the extent actual costs exceed the Engineer's opinions of probable cost. Compensation: Compensation for services shall be in accordance with the Proposal Letter. hnvoices will be issued monthly for services rendered and reimbursable expenses and are due and payable within ten (10) days of receipt of the invoice. Interest of 2% per month will be charged on accounts not paid within thirty (30) days from the date of invoice. Changes affecting the scope of work initiated by the Client or due to unforeseen project conditions will necessitate modification of the compensation charged. Failure to Make Payment If the Client fails to make payment when due the Engineer for services and expenses, the Engineer may, upon seven (7) days' written notice to the Client, suspend performance of services under this Agreement. Unless payment in full is received by the Engineer within seven days of the date of the notice, the suspension shall take effect without further notice. In the event of a suspension of services, the Engineer shall have no liability to the Client for delay or damage caused the Client because of such suspension of services. Re -use of Documents: All documents, including Drawings and Specifications, prepared by the Engineer pursuant to this project aro instruments of service. Engineer shall be deemed the author of these instruments of service and retain all common law and statutory rights, including Copyright. They are not intended or represented to be suitable for re-uso by the Client or others on extensions of this projector any other project. Any re -use without written verification or adaptation by the Engineer for the specific purposes intended will be at the Client's sole risk and without liability to the Engineer, and the Client shall indemnify and hold harmless the Engineer from all claims, damages, losses and expenses, including attorney's fees, arising out of or resulting therefrom. Any such verifications or adaptation will entitle the Engineer to further compensation at rates to be agreed upon by the Client and the Engineer. Mutual Jn mni :Client agrees that it will defend, indemnify and hold harmless the Engineer, its officers, directors and employees, from and against any and all claims, damages, awards and costs of defense caused by the negligent or otherwise wrongful acts or omission, including breach of a specific contractual duty, of the Client or the Client's independent contractors, agents or employees. City of Hopkins Controls Upgrade Project - Professional Services Sebesta Blomberg Proposal No. P13001.33 Terms and Conditions Engineer agrees that it will defend, indemnify, and hold harmless the Client, its officers, directors and employees, from and against any and all claims, damages, awards and costs of defense caused by the negligent or otherwise wrongful acts or omission, including breach of a specific contractual duty of the Engineer, or the Engineer's independent contractors, agents or employees. Hazardous Materials: The Engineer and Engineer's consultants shall have no responsibility for the discovery, presence, handling, removal or disposal of or exposure ofpersons to hazardous materials in any form at the Project site, including but not limited to asbestos, asbestos products, polychlorinated biphenyl (PCB) or other toxic substances. The Client agrees to indemnify and hold harmless the Engineer and Engineer's consultants from and against all claims, liability or costs, including reasonable attorney's fees mrd expenses, arising out of or in any way connected with the presence, handling, removal, abatement or disposal of hazardous materials in any form at the project site. The Client further agrees to make no claim and hereby waives any claims or causes of action of any type against the Engineer and Engineer's consultants, which may arise out of or relate in any way to the presence of such hazardous materials. Limitation of Legal Liabili y To the maximum extent permitted bylaw, the Client agrees to limit the Engineer's liability to the Client, for damages, and to all construction contractors or subcontractors on the project claiming through the Client for damages, to the amount of $50,000 or the Engineer's total fee for services rendered on the project, whichever is the lesser. It is intended that this limitation apply to any and all liability or causes of action however arising, regardless of the cause of action or legal theory asserted. Termination: T7me obligation to provide further services under this .document may be terminated by either party upon seven (7) days' written notice in the event of substantial failure by the other party to perform in accordance with the terms hereof through no fault of the terminaling party. In the event of any termination, the Engineer shall be paid for all services rendered to the date of termination, all reimbursable expenses and termination expenses,, Sus&essors and Assiens: Neither the Client nor the Engineer shall assign, sublet or transfer any rights under or interest in (including, but without limitation, moneys that are or may become due) this document, or any claims that may arise from the performance of services under this agreement, without the written consent ofthe other, except to the extent that time effect ofthis limitation may be restricted by law. Unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under this document. Nothing contained in this paragraph shall prevent the Engineer from employing such independent consultants, associates and subcontractors, as it may deem appropriate to assist in the performance of services hereunder. Nothing herein shall be construed to give any rights or benefits hereunder to anyone other than the Client and the Engineer. Nothing herein shall create a contractual relationship with or cause of action in favor of a third party against either the Client or Engineer. All claims and causes of actions between the parties to this agreement pertaining to acts or failures to act shall be deemed to have accrued and the applicable statutes of limitations shall commence to mm not later than either the date of substantial completion for acts or failures to act occurring prior to substantial completion, or the date of the issuance of the final certificate for payment for acts or failures to act occurring after substantial completion. April 16, 2013 Page 5